Blue Star Techs LLC

The Santa Fe Indian School (SFIS) endeavored on the deployment of an efficiency application in the form of an Electronic Document Management System (EDMS). The idea first floated around SFIS in early 2010 and the system went into production in early 2011. The concept of a "paperless" office was enticing to SFIS but the reality of the scope of a project of this magnitude was not realized until deep in the first year of production. SFIS did not have a comprehensive records and information management policy which is the very foundation of any organization's attempt to manage "information."

Project Objective

SFIS focused on improving efficiency and productivity, and the vision was to scan back file as well as day forward documents for the purpose of easy retrieval leveraging an EDMS. The system provides a better level of service to students, constituents, and community through accessing documents electronically rather than physically. This capability results in virtually instantaneous access to files rather than physically searching for the appropriate file, and reduces the physical paper filing process.

1) Project Initiation

A former SFIS superintendent proposed the concept of a document management implementation in early 2010. The original goal was to digitally organize, automate, secure, and archive SFIS documents in order to increase institutional collaboration, efficiency, and knowledge retention.

Timeline

Winter 2010: Interview / hire project manager
Spring 2010: Scope of project defined / Budget developed / Vendors selected
Summer 2010: Document Management system start-up / Project Assistant selected and hired
Winter 2011: End User training / Full implementation
Winter 2012: All historical materials digitally indexed and archived into the system
2013-2014: Comprehensive Information Governance Program being installed at SFIS

2) Planning

Discovery services were provided to identify business and technical requirements for the following:

Scan back-file documents into a EDMS
Scan day-forward documents into a EDMS
Streamline indexing and data entry process
Allow for instant retrieval of digital documents to authorized users anywhere on the network
Expedite work process by incorporating a digital-document process
Reduce overall costs associated with paper document management
Reduce file cabinets and other storage space
Facilitate legal compliance through user permissions
Audit trails and retention cycles
Provide a platform for further deployments within the organization

Initial Project Scope

The scope of this project was to provide Santa Fe Indian School with a cross-departmental implementation of ApplicationXtender and Kofax Express
The following functions and deliverables were fulfilled within the scope of the project by a third-party company:
- Project Coordination
- Discovery
- Design

3) Execution

SFIS implemented EMC’s Documentum ApplicationXtender (AX) document management platform and Kofax Express as a client-based capture system for importing scanned and other electronic documents into AX from the user’s desktop
Fujitsu scanners, utilizing VRS (virtual rescan technology) are utilized for the back file scanning

Back File Scanning

Back file scanning was provided by a third-party company
Third-party company utilized index values in this design document to ensure consistency and reduce the time spent by scan and index operators
Before the scanning process, unnecessary documents were purged by SFIS staff
Third-party company provided on-site personnel for prepping documents, scanning, indexing, and providing quality control

Day Forward Scanning

Day forward files are scanned using the same index fields as the back file
AX and Kofax Express are used to index a document by entering the index values and selecting a document type
Desktop scanners are utilized by ApplicationXtender and Kofax Express

4) Closeout

Because the EDMS was implemented successfully SIFS is now in full production mode and the project component is considered closed.

EDMS Applications

EMC ApplicationXtender

EMC ApplicationXtender (AX) is an instant document management solution that minimizes the costs and risks of paper while increasing productivity by streamlining the capture and management of documents. ApplicationXtender scans, stores, retrieves, and preserves information, while providing role-based access from either a desktop interface or web browser. AX delivers information security (leverage robust information controls such as watermarking, rights expiration, and guest access), protection beyond the firewall (secure sensitive information even after it exits the repository or passes beyond the organizational firewall), access control (specify with document field-level precision which users or groups of users are able to access information), user-driven controls (empower end users with dynamic information controls to revoke or alter access permissions to sensitive information) and version control (ensure only the current version of a document is accessible to users).

Kofax Express

Kofax Express batch-oriented document scan application capable of high-speed scanning with real-time image display, indexing, and bar code detection. Kofax patented VRS technology is built into the application to ensure optimal image quality, reduce errors and exceptions, and improve system effectiveness. Kofax Express can export captured images and data to a wide variety of backend systems including EMC ApplicationXtender, Microsoft SharePoint and Kofax Capture.

Information Governance Three Tiered Approach at SFIS

Records and information Management